Annual meetings may not be heralded with flashing lights and a red carpet (unless you really want to get fancy), but in the world of homeowner's associations (HOAs), they’re the event of the year! These meetings are your opportunity to bring the community together, make key decisions, and set the tone for the year ahead. Whether you’re a seasoned board member or planning your first annual meeting, here’s how to make sure everything runs smoothly.
What Happens at an Annual Meeting?
Think of your annual meeting as a community-wide check-in. It’s the time when owners can gather, stay informed, and be engaged in shaping the future of the neighborhood. Typical agenda items include:
- Board elections – Selecting new leaders to guide your association.
- Budget approval – Setting the stage for the coming year’s spending.
- Showcasing the association’s value – Sharing updates and wins with homeowners.
- Membership updates – Keeping everyone in the loop about changes or initiatives.
These meetings are about transparency, communication, and collaboration—all essential ingredients for a thriving community.
Planning Makes Perfect
The secret to a successful annual meeting? Planning ahead (and maybe a little coffee). These time frame recommendations are approximations – always be sure to consult your governing documents, community manager, or attorney. Here’s a general timeline to keep you on track:
- At the start of each year, as part of your annual planning process, review your governing documents and make note of requirements for notices and meeting timeframes. Identify the target date for the meeting and the location of the meeting, or determine if a virtual meeting will be held instead.
- Four months out: Secure the meeting room reservation to confirm the location (if the meeting will be in-person). If relevant, invite special guests. Consider conducting elections or other votes via e-voting.
- Two months out: Work with your community manager to prepare a notice and draft an agenda that includes the topics listed above. Send the call for nominations.
- One month out: Confirm the venue and any guest appearances. Send the official notice and agenda to members. Double-check that your timing and delivery methods align with state laws and governing documents.
- Two weeks out: If e-voting, send the names of all of the board candidates with biographies and conduct electronic voting. Voting will close prior to the meeting, and newly elected board members will be announced at the meeting.
- One week out: Send a friendly reminder email. Encourage members to submit proxies if they can’t attend.
Remember, making quorum is essential. Without it, key decisions can’t move forward. Send multiple reminders and, if your governing documents allow, offer electronic attendance or proxy options.
Tips for a Successful (and Engaging!) Annual Meeting
Annual meetings don’t have to be dull. In fact, they can even be a bit… dare we say, fun? Here’s how to boost attendance and engagement:
- Invite a special guest: A service provider, a local expert, or even a community hero can spark interest.
- Hold the meeting at a unique venue (if allowed) or offer some light refreshments to set a welcoming tone.
- Set the tone up front and celebrate your wins: Highlight accomplishments from the past year, such as completed projects, new amenities, or standout volunteers. A little gratitude goes a long way.
Don’t Forget: You’re Not Alone
Planning an annual meeting can feel like a lot, but remember: your community manager is there to guide you every step of the way. From drafting notices to finalizing the agenda, they’ll help keep things organized and compliant.
Wrapping It Up
A community association annual meeting isn’t just a checkbox on your to-do list; it’s a chance to bring your community together, share your progress, and set the stage for another successful year. With careful planning, a clear agenda, and a few creative touches, your next annual meeting can be productive and memorable (in a good way).
About Community Association Management Services
In business since 1991, CAMS has grown to become North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. To learn more, visit www.camsmgt.com/choose-cams.
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